Setting Up Your Procurement Stack from Day 1: A Guide for B2B SaaS Spend

Setting Up Your Procurement Stack from Day 1: A Guide for B2B SaaS Spend

For B2B companies, managing Software as a Service (SaaS) spend effectively is crucial for maintaining financial health and operational efficiency. While SaaS tools can significantly enhance your business operations, without proper procurement practices in place from the beginning, costs can quickly spiral out of control. In this article, we'll explore the steps to set up your procurement stack from day one, ensuring that your B2B SaaS spend remains optimized and aligned with your business goals.

Understand Your Needs

Before you start investing in SaaS tools, it's essential to have a clear understanding of your business needs. Identify the specific challenges and tasks you aim to address with SaaS applications. Discuss these needs with your team to gain a comprehensive understanding of the tools required.

Create a Procurement Policy

Develop a procurement policy that outlines the rules and guidelines for acquiring SaaS tools. This policy should address questions like who is authorized to make procurement decisions, what the approval process looks like, and how to evaluate the necessity of a tool. Establishing these guidelines will set the foundation for responsible procurement.

Budget Allocation

Determine your budget for SaaS spend. This budget should be based on your business needs and the expected ROI from SaaS tools. Allocating a specific budget for software acquisitions will help you avoid overspending and financial surprises.

Select a Centralized Procurement Team

Designate a centralized procurement team responsible for evaluating, selecting, and acquiring SaaS tools. This team should include key decision-makers from various departments, such as IT, finance, and operations, to ensure that the chosen tools align with the overall business strategy.

Set up a Vendor Evaluation Process

Develop a comprehensive process for evaluating SaaS vendors. Consider factors like the vendor's reputation, security measures, scalability, and customer support. Establish a scorecard or checklist to assess potential vendors against your criteria.

Ensure Security and Compliance

Incorporate security and compliance checks into your procurement process. Ensure that selected SaaS tools meet the necessary security standards and are compliant with industry regulations. This is especially important for businesses in regulated industries.

Negotiate Contracts

Once you've selected a SaaS vendor, engage in contract negotiations. Pay attention to pricing, terms, and service-level agreements. Negotiating favorable terms can have a significant impact on your long-term SaaS spend.

Implement Usage and Cost Monitoring

From day one, set up a system for monitoring the usage and cost of SaaS tools. Utilize expense tracking and management software to keep tabs on your expenses and usage patterns. This will help you identify underutilized subscriptions and potential cost savings opportunities.

Regularly Review and Optimize

Implement a regular review and optimization process. Periodically assess the effectiveness of your SaaS tools and review their usage against your business needs. Remove any unused or redundant applications and reallocate your budget to more valuable tools.

Employee Training

Train your employees on how to use the selected SaaS tools effectively. Ensuring that your team is well-versed in the tools can maximize their utility and contribute to better ROI.


Setting up your procurement stack from day one is a crucial step in effectively managing your B2B SaaS spend. By understanding your business needs, creating a procurement policy, allocating a budget, establishing a centralized procurement team, implementing security and compliance checks, negotiating contracts, monitoring usage and costs, regularly reviewing and optimizing your toolset, and providing employee training, you can ensure that your SaaS spend remains aligned with your business goals and contributes to overall success. A well-structured procurement process will set the stage for cost-efficient and purpose-driven SaaS acquisitions.